Document Management System (DMS) Release 4.5 User Guide

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1 Document Management System (DMS) Release 4.5 User Guide Prepared by: Wendy Murray Issue Date: 20 November 2003 Sapienza Consulting Ltd The Acorn Suite, Guardian House Borough Road, Godalming Surrey GU7 2AE United Kingdom Telephone: ++44 (0) Fax: ++44 (0) Website:

2 1 Document Information 1.1 Document Review Task Role Name Date Prepared by Author W. Murray 20 Nov 03 Reviewed by Technical Reviewer S. Bruzzese 02 Dec 03 Approved by Quality Assurance S. Barrett 28 Nov 03 Authorised by Customer G. Kreiner 02 Nov 03 For Reviewer e-signatures, see MAIS Action Item REV_ Reference Documents Title/File Author Reference Date Web Application Browser Configuration Guide (WABCG) T. Spetz SCI_52 20 Nov 03 Document Management System (DMS) Release 4.5 User Guide Page 2 of 46

3 1.3 Change Log Date Issue Description of Change Sections Modified 16 APR 03 1/A First issue for DMS Release All 01 MAY 03 1_2 Revised for DMS Release 4.3.1: Updated all affected screen captures Explained full-text (using Search By) and non-fulltext (using All Fields) search functions Removed all references to Level 4 For users with privilege level 3 and access level 100, access, create, update and delete logs are available Simple Search: Default sort is by Registration Date Advanced Search: Sort By: Relevance sort is by relevance and then Registration Date. Maximum records defaults to 15 Note: No changes to this document were required for Release 4.2 (i.e. internal/external project access). 18 NOV 03 1_3 Revised for DMS Release 4.4: Updated all affected screen captures Explained multiple attachments add facility Explained copy document functionality Explained clone document functionality Explained personal / global queries with notification Explained Default (empty) query Added list of Abbreviations and Terms All All 20 NOV 03 1_4 Revised for DMS Release 4.5 Added Virtual Collection section 3, Document Management System (DMS) Release 4.5 User Guide Page 3 of 46

4 Contents 1 Document Information Document Review Reference Documents Change Log Introduction Sapienza Document Management System (DMS) DMS User Guide Browser Configuration Application Access User Roles Main Screen Main Screen navigation bar options User Preferences Searching Documents Simple Search Advanced Search Query Results Adding Documents Updating Documents Attachments Registering Documents Actions Distribution Virtual Collection Retrieving Documents from the Virtual Collection Adding documents to the Virtual Collection Glossary of Abbreviations and Terms Document Management System (DMS) Release 4.5 User Guide Page 4 of 46

5 Tables Table 1: User access levels... 9 Table 2: Main screen function descriptions Table 3: Preferences Field Descriptions Table 4: Simple Search screen field descriptions Table 5: Simple Search screen function descriptions Table 6: Advanced Search screen field descriptions Table 7: Advanced Search screen function descriptions Table 8: Query Results screen: column descriptions Table 9: Query Results screen navigation options Table 10: Add New Document Screen (level 3 user) field descriptions Table 11: Add New Document screen (level 3 user) functions Table 12: Update Document screen (level 3 user) field descriptions Table 13: Update Document screen (level 3 user) navigation options Table 14: Update Document screen (level 3 user) functions Table 15: Attachment window columns Table 16: Attachment window functions Table 17: Update Document screen (level 3 user) fields Table 18: Update Document (registration) screen navigation options Table 19: Update Document (registration) screen functions Table 20: Virtual Collection fields Document Management System (DMS) Release 4.5 User Guide Page 5 of 46

6 Figures Figure 1: PMIS Login screen... 8 Figure 2: DMS main screen (showing Simple Search options) Figure 3: Preferences screen Figure 4: Simple Search screen Figure 5: Advanced Search screen (partial) Figure 6: Query Results Screen: no results found Figure 7: Query Results screen: records found Figure 8: Index Card screen Figure 9: Log screen Figure 10: Mail File screen Figure 11: Add New Document screen (level 3 user) Figure 12: Update Document screen (level 3 user) Figure 13: Attachments window Figure 14: Attachments window (documents attached) Figure 15: Update Document (registration) screen (level 3 user) Figure 16: Query results Action Screen Figure 17: Distribution screen Figure 18: Distribution screen Figure 19: Virtual Collection window Figure 20: Virtual Collection Path window Document Management System (DMS) Release 4.5 User Guide Page 6 of 46

7 2 Introduction 2.1 Sapienza Document Management System (DMS) The Sapienza DMS is a web-based application that: Provides a simple, robust and flexible tool to support the management of documents within a project environment; Offers document registration, electronic file archiving and distribution; Controls access to project documentation thereby ensuring the correct revisions of documents are available to authorised project team members; Interfaces with external partners to support document collection and archiving; and Reduces the task of maintaining large quantities of paper documents. The DMS offers the following functionality: Registration: Recording information about a document including version control; Archiving: Secure and controlled storage of electronic documents; Search: Locating documents through by searching on their attributes; Retrieval: Availability of documents on-line; Distribution: Electronic distribution of documents; Integration: Integrating of documents from external sources; Security: Assigning access rights at the project, group, user and document level. 2.2 DMS User Guide This User Guide is intended as a reference for using the Sapienza DMS. The instructions listed assume the user has no prior knowledge of the DMS application. If you have any questions that are not answered in these pages, or points you think should be included in the Guide, please For those reading the Microsoft Word or Adobe PDF version of this document, you can navigate to any section, figure or table reference by clicking the numeric identifier that follows the Heading, Figure or Table (e.g. Introduction ). Document Management System (DMS) Release 4.5 User Guide Page 7 of 46

8 2.3 Browser Configuration Full details on how to configure your browser to access and use the Sapienza DMS can be found in the document Web Application Browser Configuration Guide (ref: SCI_52_BCG). 2.4 Application Access The DMS is entered via the Sapienza PMIS (Project Management Information System) Login page. Contact your Sapienza DMS Administrator for the specific login page URL. The PMIS Login screen will look similar to Figure 1 Figure 1: PMIS Login screen Enter your DMS User name and Password as supplied by: Document Management System (DMS) Release 4.5 User Guide Page 8 of 46

9 2.5 User Roles Table 1: User access levels Type of User Access Level Functionality View 1 Can search and retrieve documents in specific projects. Cannot register documents. Project 2 Can register own documents. These documents are not available to other Level 1 or 2 users. Documentalist/Secretary 3 Can register own documents. Can fully register documents initially registered by Level 2 users, thereby making them available to all DMS users. Document Management System (DMS) Release 4.5 User Guide Page 9 of 46

10 3 Main Screen The appearance of the DMS Main screen will vary for different User Roles and different Projects, and according to the User Preferences settings selected. The screen will look similar to Figure 2. Hyperlinked items previously un-clicked display as blue. Hyperlinked fields display as red if they have been previously clicked. Figure 2: DMS main screen (showing Simple Search options) Document Management System (DMS) Release 4.5 User Guide Page 10 of 46

11 3.1 Main Screen navigation bar options The left navigation bar shows a number of options. These are described in Table 2. Table 2: Main screen function descriptions Option Description See Section(s) Main Menu Project New Search New Document (Optional) Preferences Virtual Collection Help User Guide Search Category (Optional) Contact Logout Returns to the PMIS main screen where all applications available to the user are displayed. Note: Accessing another application from this screen does not require re-entry of the user s name and password. Pick-list indicating what DMS projects the user has access to. Select a project to access its document records. Displays the Simple or Advanced search screen, depending upon which option is chosen. Use to view or update a document. Displays the document registration form. Note: This option is not visible to level 1 and 2 users. Allows user to personally configure certain account settings. Displays the root folder path within a project. Provides a shortcut method of searching, updating, deleting and adding new documents. Note: Only level 3 users can add, move, copy or delete a document within the Virtual Collection. Additional info on how to perform searches. Displays Adobe PDF version of User Guide Displays category and sub-category folders. Click the folder title to see the subcategories. Select a sub-category to search all DMS document records for a match. Note: This option is displayed only if the project is configured to do so using the DMS Configuration Tool. Generates an to Sapienza Helpdesk. Closes and stamps the DMS session for use with the Last Access search option. None None None Document Management System (DMS) Release 4.5 User Guide Page 11 of 46

12 4 User Preferences In the DMS Application Main Screen, clicking the Preferences link will display the screen as shown in Figure 3. Figure 3: Preferences screen The Preferences screen contains the following fields, as described in Table 3. Document Management System (DMS) Release 4.5 User Guide Page 12 of 46

13 Table 3: Preferences Field Descriptions Field Default Project Default Search Default Document Class Default Add/Update Document Access Level Description Specify which project should be selected when accessing the DMS Application and it related tools. Specify whether Simple or Advanced Search screen should be displayed when first entering the DMS Application. Specify for the Simple Search, Advanced Search, Add New Document and Update Document screens that the document class should be pre-selected. Specify a security level from lowest 0 to highest 0 when adding or updating a document. Attach Documents to DMS Show Pre-Defined Queries Full Text Search Selected Project Contains Note: This is available to Level 3 users only. Specify that, when using notification, whether the actual document should be attached to the . Specify whether the Personal/Global Queries section of the Advanced Search screen should be displayed. Specify whether the Full Text Advanced Search option is visible. Specify which projects shall be included in the [Selected] group in the Main Screen Project pick list. Document Management System (DMS) Release 4.5 User Guide Page 13 of 46

14 5 Searching Documents The Search function allows the user to search and retrieve documents from projects specified in the projects pick-list. There are two types of searches: Simple Search and Advanced Search. The Simple search provides a single search criteria field. The Advanced search provides multiple search fields in combination with Boolean operators. To specify whether your Main Screen shows a Simple or Advanced search as default, set this value in the User Preferences screen. 5.1 Simple Search The New Search > Simple option will display the screen shown in Figure 4. Figure 4: Simple Search screen Document Management System (DMS) Release 4.5 User Guide Page 14 of 46

15 The Simple Search screen contains the fields described in Table 4. Table 4: Simple Search screen field descriptions Field All Fields (without full-text retrieval) Description Specify a word(s) or phrase(s) to be searched in the DMS character fields. Click on All Fields link to display information on how to perform phrase, wildcard, fuzzy, stem and soundex matching. Sort By Specify which field should be used to sort the query results, that is, Registration Date or Chrono number. The default is Registration Date. If full-text retrieval is enabled, the pick-list will also include Relevance. Results will be sorted by Relevance then by Registration Date. Sorting by Relevance means that a document s title, meta-data and file contents will be searched for, in that order. Note: This value overrides the default sort order specified for the project in the DMS Configuration Tool. Display Result As Specify that the query results will be displayed as a: List: formatted for displaying on the screen Printable List: formatted for printing Excel: formatted to start MS Excel The Simple Search screen contains the functions described in Table 5. Table 5: Simple Search screen function descriptions Function Action Description Displays the documents that have been registered by the DMS Integrator and Level 2 users. Note: This function is available only for Level 3 users. See Section 7 for more information. All This Week Today Last Access Clear Displays all documents registered in the project. Displays all documents registered during the current week. Displays all documents registered during the current date. Displays all documents since the last time the user logged out. Resets the search query fields to their default values. Document Management System (DMS) Release 4.5 User Guide Page 15 of 46

16 5.2 Advanced Search The New Search > Advanced option will display the screen shown in Figure 5. Figure 5: Advanced Search screen (partial) Document Management System (DMS) Release 4.5 User Guide Page 16 of 46

17 The Advanced Search contains the following fields, described in Table 6. Selecting the checkbox to the left of a field causes the field to be displayed in the query results. More information on each field is available by clicking on the field title. Note: Some fields are project specific. Table 6: Advanced Search screen field descriptions Field Personal / Global Queries Saved Queries Description Enables search queries to be saved. If no Saved Query is selected, the query is set to Default. Default includes all DMS entries for the project selected. To create a new Saved Query, click Add. Type the name of the search subject in the Name Query field. Clicking Me activates notification corresponding to the Personal or Global query entered. notification cannot be activated for Default queries. Clicking Add creates a personalised query, which can only be seen, updated or deleted by the user. Advanced Search Search For (with full text retrieval) Clicking Add Global creates a project wide query, seen by all users within the project. Global Queries can only be created updated or deleted by Level 3 users. Specify a phrase that is to be searched for in both the DMS character fields as well as the actual documents. Click on Search For for more information on how to perform full-text retrieval. Depending on how many documents need to be search, this can be a slow process. All Fields (without full text retrieval) Note: Full text retrieval is only available for some projects. Search For option can be disabled in the User Preferences window. Enter a phrase to search all the DMS character fields. Click on All Fields for more information on how to perform phrase matching, use Boolean operators as well as wildcard, fuzzy, stem and soundex matching. Max. Records Note: Visible depending on which search option selected in the DMS Project configuration. Maximum number of records to be displayed in the query results screen (i.e. 5, 10, 15, 20, 50 or All). The default is 15 records. Document Management System (DMS) Release 4.5 User Guide Page 17 of 46

18 Field Description Display Result As Specify that the query results will be displayed as a: Sort By Document Class Chrono Number Issue Relevance Title List: formatted for displaying on the screen Printable List: formatted for printing Excel: formatted to start MS Excel. Specify which field should be used to sort the query results, that is, Registration Date or Chrono number. Specify what document class, if any, should be included in the query results. Specify what Chrono number to search for, using < (less than), = (equals) or > (greater than). Specify whether the issue number should be included in the query results. Specify whether relevance rankings are to be displayed in the query results. Specify what text to search for in the document titles. Access Level Specify what Access Level to search for, using the < (less than), = (equals) or > (greater than) comparison operator. Note: This field is displayed for Level 3 users only. Originator Registration Date Recipient Distribution Actionee Action Fax Specify the originator of the document. Specify the date the document was registered in the DMS. Specify the recipient of the document. Specify the document distribution method from the pick-list options, if any. Specify the document actionee, if any. Specify the document action. Specify whether the document is a fax, using the Yes / No options. The Advanced Search screen contains the following functions, as described in Table 7. Table 7: Advanced Search screen function descriptions Function Action All This Week Today Last Access Clear Description Displays the documents that have been registered by the DMS Integrator (i.e. externally entered faxes, s etc.) and by Level 2 users. Note: This function is available only for Level 3 users. Displays all documents registered in the project. Displays all documents registered during the current week. Displays all documents registered during the current date. Displays all documents since the last time the user logged out. Resets the search query fields to their default values. Document Management System (DMS) Release 4.5 User Guide Page 18 of 46

19 5.3 Query Results Clicking a search function button in the Simple or Advanced Search screen will generate the Query Results screen. If no documents match the query criteria, the screen shown in Figure 6 will be displayed. Figure 6: Query Results Screen: no results found Document Management System (DMS) Release 4.5 User Guide Page 19 of 46

20 If there are documents that match the search criteria, a screen similar to that shown in Figure 7 will be displayed. In this example, all documents with the word Test in their title were retrieved. Note: If the query results are sorted within a column, the option to display the results in an ascending or descending order will be indicated by an arrow icon to the right of the corresponding column title, as below. Figure 7: Query Results screen: records found Document Management System (DMS) Release 4.5 User Guide Page 20 of 46

21 Depending on which checkbox options from the search screen were selected, columns explained in Table 3.5 will be displayed. Table 8: Query Results screen: column descriptions Column Chrono Description Uniquely identifies the document. Clicking on the Chrono column title will sort the query results in either ascending or descending order, according to the Chrono number. Title Click on the Chrono number itself, will display an Index Card and Index History. See Section for more information. Name of the registered document. Originator Registration Date Fax Action (see also Section 10) If a document was associated with the Chrono number, then the value specified in the Title column will be a clickable hyperlink. Selecting this link will open a local copy of the document. Name of user who entered the document Date document was entered in the DMS. Whether the document entered in the DMS was a fax. Enables existing documents to be modified. Select the Action function by clicking on the icon. - This icon links to and Update Document form page page. - This icon links to a Update Document - Register form Note: Some Action fields are only available for level 3 users. Any additional fields are project specific. Add (See also Section 12) Enables the document to be added to a Virtual Collection folder. Document Management System (DMS) Release 4.5 User Guide Page 21 of 46

22 At the bottom of the Query Results are a number of navigation options, as explained in Table 3-6. Table 9: Query Results screen navigation options Option Back Description Returns to the Simple or Advanced Search screen. Note: This option is displayed only in the first search results screen. < < Returns to the previous screen of search results. Note: This option is display only in the second screen of search results or afterwards. > > Displays the next screen of search results. Refresh Re-executes the current search query and updates the current search results screen. Use this option whenever a document is added or modified Index Card The Index Card displays a document s registration information and, depending upon the user s privilege and access levels, the change history. To access this information, click the number that appears in the Chrono column. An example of this screen is shown in Figure 8. Document Management System (DMS) Release 4.5 User Guide Page 22 of 46

23 Figure 8: Index Card screen The left side of this screen displays the information describing the document. The right side of the screen displays the document s issue history Issue History Log The Index Card s Issue History shows all previous issue and revisions of the document. Click on the View link in the File column to view the Issue History. To view the Index Card for another issue of the document, click on the Display link in the Index Card column. For users with privilege level 3 and access level 100, the Log Display function is available. This is explained in Section The Log window shows changes to an issue of the document. Click on the Display link in the Log column view the Log. A screen similar to Figure 9 is displayed. Document Management System (DMS) Release 4.5 User Guide Page 23 of 46

24 Figure 9: Log screen Mail File If the DMS entry has a document attached, the Mail File button will appear at the bottom of the screen. Click to the current document issue to any e- mail address (including non-dms users). An example of this screen is shown in Figure 10. Figure 10: Mail File screen Note: The Mail File option is available for internal DMS projects only. Document Management System (DMS) Release 4.5 User Guide Page 24 of 46

25 6 Adding Documents To add a new document to a DMS project, click the New Document link on the DMS Main Screen. Depending on the user s access level, different screen functionality is available. For a Level 3 user, the Add New Document screen will look similar to Figure 11. Level 1 and Level 2 users will see fewer field options. Figure 11: Add New Document screen (level 3 user) Document Management System (DMS) Release 4.5 User Guide Page 25 of 46

26 As a minimum, the following fields will be displayed, as explained in Table 10. Additional Fields are Project specific. Some fields may appear read only. Table 10: Add New Document Screen (level 3 user) field descriptions Field Type Description File Name Optional Name of file to be uploaded. Click the Browse button to locate the file or type the file location. File Type Optional Type of file (e.g. HTML, MS Word, Adobe PDF) Chrono Number Read-only Note: If not automatically selected, select the correct file type manually. Uniquely identifies the document. This value is generated automatically by the DMS Application. Issue Mandatory Indicates issue of document (i.e. when there is more than one version of the document). Document Class Optional Indicates what class the document belongs to. Note: This is the default field name. It may be different for each project. Access Level Mandatory Indicates security level for document (i.e. between lowest 0 and highest 100 ). Title Optional Name of the registered document. Note: This is the default field name. It may be different for each project. Originator Optional Name of person who initially registered the document. Registration Date Mandatory Note: This is the default field name. It may be different for each project. It may also occur in a different location on the screen. Date the document was registered in the DMS. Recipient Optional Intended recipients of the document FAX Mandatory Whether the document entered the DMS as a FAX. Default is No. URL Address Optional Reference URL of the current document. Selected Folder Optional Places the document within a folder within the project. Note: Folders within a project are also referred to as the Virtual Collection. See Section 12 for more information. Document Management System (DMS) Release 4.5 User Guide Page 26 of 46

27 At the bottom left of the screen is the New Search link. It displays a new Simple or Advanced Search screen (i.e. depending on the Preferences setting). If changes were made to this current screen and not stored in the DMS project, selecting this link will display the message Warning: By closing this window, you will lose this Chrono Number. Do you want to do this? Select OK to continue with the new search or Cancel to remain in the current screen. Document Management System (DMS) Release 4.5 User Guide Page 27 of 46

28 At the bottom right of the screen are a number of functions, as described in Table 11. Table 11: Add New Document screen (level 3 user) functions Option Add New Document Description Store the current information in the database and (optionally) uploads the specified file (i.e. if one was attached). Undo Close The Update Document screen is then displayed. See Section 7 for more information. Resets the current field contents to their original values before any changes were made. Closes the current screen and returns to the Query Results screen. Note: If the Close button is clicked, and no changes were made to the screen, then the screen is closed. Otherwise, the warning Your changes are not saved! Do you still want to close and lose your changes?. Select OK to continue with closing the screen or Cancel to remain in the current screen. Document Management System (DMS) Release 4.5 User Guide Page 28 of 46

29 7 Updating Documents The Update Document screen is used to change information about a document already stored in the DMS Project. It is displayed whenever a new document is added or the icon in the Query Results screen s Action column is selected. Depending on the user s access level, different screen functionality is available. For a Level 3 user, the Update Document screen will look similar to Figure 12. Level 1 and Level 2 users will see fewer field options. Figure 12: Update Document screen (level 3 user) Document Management System (DMS) Release 4.5 User Guide Page 29 of 46

30 As a minimum, the following fields will be displayed, as explained in Table 12. Additional Fields are Project specific. Some fields may appear read only. Table 12: Update Document screen (level 3 user) field descriptions Field Type Description File Name Optional Name of file to be uploaded. Press the Browse button to locate the file or type the file location directly into the input field. File Type Optional Type of file (e.g. HTML, MS Word, Adobe PDF) Chrono Number Read-only Note: If this field is not automatically selected, select the correct file type manually. Uniquely identifies the document. This value is generated automatically by the DMS Application. Issue Mandatory Indicates issue of document (i.e. when there is more than one version of the document). Document Class Optional Indicates what class the document belongs to. Note: This is the default field name. It may be different for each project. Access Level Mandatory Indicates security level for document (i.e. between lowest 0 and highest 100 ). Title Optional Name of the registered document. Note: This is the default field name. It may be different for each project. Originator Optional Name of person who initially registered the document. Registration Date Mandatory Note: This is the default field name. It may be different for each project. It may also occur in a different location on the screen. Date the document was registered in the DMS. Recipient Optional Pick-list of names the document is to be distributed to. Actionee Optional Named person required to respond upon receipt of document. Action Optional Response update to the document. FAX Mandatory Whether the document entered the DMS as a FAX. Default is No. URL Optional Reference URL of the current document. Document Management System (DMS) Release 4.5 User Guide Page 30 of 46

31 At the bottom left of the screen are a number of navigation links, as described in Table 13. Table 13: Update Document screen (level 3 user) navigation options Option New Document Description Add New Document screen. New Search Simple or Advanced Search screen (i.e. depending on the Preferences setting). If changes were made to this current screen and not stored in the DMS project, selecting this link will display the message Warning: By closing this window, you will lose this Chrono Number. Do you want to do this? Go To Select OK to continue with the new search or Cancel to remain in the current screen. Jumps to another document using the Chrono number < < Displays the previous document that matches the current search criteria, according to the selected search order. > > Displays the next document that matches the current search criteria, according to the selected search order. Document Management System (DMS) Release 4.5 User Guide Page 31 of 46

32 At the bottom right of the screen are a number of functions, as described in Table 14. Table 14: Update Document screen (level 3 user) functions Option Attachments Update New Issue Clone Description Allows multiple attachments to be added to the current document. Stores the updated document information. Stores the updated document information, using a new Issue identifier. Creates a duplicate of the current document with a new chrono number, with the same fields and within the same project. Note: The document information currently stored in the database is cloned. Any information in the current Update screen, which has not been saved in the database, will be lost. Delete Distribute Copy Options Undo Close Deletes the current document information. Distributes the current document DMS and non-dms users. To select multiple names from the pick-list, hold the Ctrl key down whilst selecting the name. See Section 11 for more information. Creates a new version of the current document with a new chrono number, with the same attachments as the original (if any). The copied document can be created into a different project. If the document is a FAX, displays a Flip FAX button to rotate the orientation of the image. Displays a Print Label button to print mailing labels, using the DMS Integrator. Resets the current field contents to their original values, that is, before any changes were made. Closes the current screen and returns to the Query Results screen. Note: If the Close button is pressed, and no changes were made to the screen, then the screen is closed. Otherwise, the warning Your changes are not saved! Do you still want to close and lose your changes? Select OK to continue with closing the screen or Cancel to remain in the current screen. Document Management System (DMS) Release 4.5 User Guide Page 32 of 46

33 8 Attachments The Attachments Window enables multiple files to be attached to the currently open document. This option is available to level 3 users for all documents, and level 2 users for documents they have entered in the DMS. The Attachments screen will look similar to Figure 13. Figure 13: Attachments window Table 15: Attachment window columns Field File Name Size Delete Description Name of the file attached to the document. Clicking on the File Name opens the Mail File window. See Size of the attached file. Tick box to select attachments to be deleted from the document. Document Management System (DMS) Release 4.5 User Guide Page 33 of 46

34 Table 16: Attachment window functions Field Browse Description Locates the file(s) to be attached. File Type Note: The Application accepts all file names, i.e. spaces in the name are acceptable. Type of file (e.g. HTML, MS Word, Adobe PDF) Upload New File Delete File(s) Back Close Note: If this field is not automatically selected, select the correct file type manually from the pick-list. Attaches the selected file to the currently open document. Removes attached files. Tick the Delete column box(es) of the file(s) to be removed, then click Delete File(s). When on the Mail File window, returns the user to the Attachments window. See Saves the uploaded files attached to the currently open document. Figure 14: Attachments window (documents attached) Multiple attachments can be added by repeating the Attachment field steps ( Browse, File Type, etc.). Document Management System (DMS) Release 4.5 User Guide Page 34 of 46

35 9 Registering Documents The Update Document (Registration) screen is used to register a document that was added by a Level 2 user or by the DMS Integration Facility. This screen is available to Level 3 users only. The screen is displayed in the following ways: Pressing the Register link in the Query Results screen s Action column; or Pressing the Register link in the Query Results: Action screen s Action column. The Update Document (Registration) screen will look similar to Figure 15. Figure 15: Update Document (registration) screen (level 3 user) Document Management System (DMS) Release 4.5 User Guide Page 35 of 46

36 As a minimum, the following fields will be displayed, as explained in Table 17. Additional Fields are Project specific. Some fields may appear read only. Table 17: Update Document screen (level 3 user) fields Field Type Description File Name Optional Name of file to be uploaded. Press the Browse button to locate the file or type the file location directly into the input field. File Type Optional Type of file (e.g. HTML, MS Word, Adobe PDF) Chrono Number Read-only Note: Normally, this field will be automatically selected, by analysing the three-letter extension of the file name. If not, select the correct file type manually. Uniquely identifies the document. This value is generated automatically by the DMS Application. Issue Mandatory Indicates issue of document (i.e. when there is more than one version of the document). Document Class Optional Indicates to which class the document belongs. Note: This is the default field name. It may be different for each project. Access Level Mandatory Indicates security level for document (i.e. between lowest 0 and highest 100 ). Title Optional Name of the registered document. Note: This is the default field name. It may be different for each project. Originator Optional Name of person who initially registered the document. Note: This is the default field name. It may be different for each project. It may also occur in a different location on the screen. Originator Optional Name of person who initially registered the document. Note: This is the default field name. It may be different for each project. It may also occur in a different location on the screen. URL Optional Reference URL of the current document. Document Management System (DMS) Release 4.5 User Guide Page 36 of 46

37 At the bottom left of the screen are a number of navigation links, as described in Table 18. Table 18: Update Document (registration) screen navigation options Option New Document Description Displays the Add New Document with a new Chrono number. New Search Displays a new Simple or Advanced Search screen (i.e. depending on the Preferences setting). If changes were made to this current screen and not stored in the DMS project, selecting this link will display the message Warning: By closing this window, you will lose this Chrono Number. Do you want to do this? Go To Select OK to continue with the new search or Cancel to remain in the current screen. Jumps to another document using the Chrono number < < Displays the previous document that matches the current search criteria, according to the selected search order. > > Displays the next document that matches the current search criteria, according to the selected search order. Document Management System (DMS) Release 4.5 User Guide Page 37 of 46

38 At the bottom right of the screen are a number of functions, as described in Table 19. Table 19: Update Document (registration) screen functions Option Register Description Stores the updated document information. Delete Distribute Options Removes the document from the Action list. Disables the Level 2 user s ability to update the document. Deletes the current document information. Displays the Distribution screen. See Section 11 for more information. If the document is a FAX, displays a Flip FAX button to rotate the orientation of the image. Undo Close Displays a Print Label button to print mailing labels, using the DMS Integrator. Resets the current field contents to their original values, that is, before any changes were made. Closes the current screen and returns to the Query Results screen. Note: If the Close button is pressed, and no changes were made to the screen, then the screen is closed. Otherwise, the warning Your changes are not saved! Do you still want to close and lose your changes? Select OK to continue with closing the screen or Cancel to remain in the current screen. Document Management System (DMS) Release 4.5 User Guide Page 38 of 46

39 10 Actions In the Update Document screen, for Level 3 users, is an additional function: the Action button. This function will display the following types of documents: FAXes and files received by the Integration Facility; and Documents added by Level 2 users. With both types of documents, it is expected that the Level 3 user will complete the document registration process by verifying and/or updating the document s information. Once registered, the document is available to all users with the appropriate level of access. Clicking the Action button will display a screen similar to Figure 16. Figure 16: Query results Action Screen Select the Action function by clicking on the icon in the Action column. - This icon links to and Update Document form page. See Section 7 Updating Documents for more information. - This icon links to a Update Document - Register form page. See Section 9 Registering Documents for more information. Document Management System (DMS) Release 4.5 User Guide Page 39 of 46

40 11 Distribution In the Update Document and Update Document (Registration) screens, for Level 3 users, is an additional function: the Distribute button. This function is used to distribute documents to DMS and non-dms users. Pressing the Distribute button will display a screen similar to Figure 17. Figure 17: Distribution screen To distribute the current document to one or more groups, select them from the Groups section of the Distribution. Alternatively, for distributing the document to one or specific individuals, select them from the Individuals section. To select multiple names, hold the Ctrl key down whilst selecting the name. Document Management System (DMS) Release 4.5 User Guide Page 40 of 46

41 To continue with the distribution, press the Next > button. This will display the Distribution Actionee s screen as shown in Figure 9-2. Otherwise, to reset the selected groups and/or individuals, press the Undo button. Alternatively, to discontinue the distribution process, press the Close button. Figure 18: Distribution screen All of the members of the groups or specifically selected individuals are listed. To make an individual an Actionee, select the checkbox in the Actionee column. Specify the details of the action in the Action field. Press Finish to distribute the document to the recipients and/or Actionees. Alternatively, press Back to return to the Distribution screen. Press Undo to reset the screen information. Press Close to discontinue the distribution process. Document Management System (DMS) Release 4.5 User Guide Page 41 of 46

42 12 Virtual Collection The Virtual Collection offers an alternative shortcut method for navigating, retrieving and updating documents within a Project. If enabled for a project, the Virtual Collection will be visible to all users. Note: Only level 3 users can add, move, copy or delete a document within a project using the Virtual Collection Retrieving Documents from the Virtual Collection Clicking on the Virtual Collection link on the Main Screen opens a window similar to Figure 19. Click on the Root Folder to see its sub-folders. Figure 19: Virtual Collection window Click on the folder Name to see the Virtual Collection Path window. This window shows the expanded Root folder and its documents. Figure 20: Virtual Collection Path window Document Management System (DMS) Release 4.5 User Guide Page 42 of 46

43 Table 20: Virtual Collection fields Field Root >_ >_ Copy Move Delete Chrono Title Originator Registration Date Fax Description Shows the Root Folder path Creates a duplicate shortcut link to the selected document. Select the document by checking the tick box column. Places the selected document into another folder under the same project. Deletes the selected document from the folder. Note: Deleting a document from a folder only deletes the shortcut to the document. The document will still be available within the DMS. Uniquely identifies the document. Clicking on the Chrono column title will sort the query results in either ascending or descending order, according to the Chrono number. Click on the Chrono number itself, will display an Index Card and Index History. See Section for more information. Name of the registered document. Note: If a document was associated with the Chrono number, then the value specified in the Title column will be a clickable hyperlink. Selecting this link will open a local copy of the document. Name of the user who entered the document. Date document was entered in the DMS. Whether the document entered in the DMS was a FAX. Action Enables selected document to be modified. See also Section 10. Tick box column for selecting documents within a folder Adding documents to the Virtual Collection Documents can be added to the Virtual Collection in the Add New Document screen, using the Selected Folder field. See Section 6 for more information. Documents already in the DMS can be added to the Virtual Collection from the Query Results page, using the Add column tickbox. See Section 5.3 for more information. Document Management System (DMS) Release 4.5 User Guide Page 43 of 46

44 13 Glossary of Abbreviations and Terms The below list is not exhaustive. If you come across an abbreviation or term when using the Sapienza DMS that you think should be included in the below list, please Term A Access level Acrobat Action Actionee Approval Attachment B Boolean C Chrono Clone Configuration Copy D Default Distribution DMS Document class E F Fax Field FTP Full text retrieval Description Level of security given to documents within the DMS. Access levels are numbered: 1 (lowest) to 100 (highest). Adobe Acrobat document file format. Update document options. Named person required to respond upon receipt of document. Authorisation given by another user. File included with a document. The type of an expression with two possible values, "true" and "false". Also, a variable of Boolean type. The most common Boolean operators when used in a Search are "and", "or" and "not". Chronologically ordered reference number given to documents entered into the DMS. A duplicate of the current document with a new chrono number, with the same fields and within the same project. Defined system attributes. A new version of the current document with a new chrono number, with the same attachments as the original (if any). An option that is selected automatically unless another version is specified. Circulation of a document amongst other DMS users. Document Management System. Pick-list options for classifying the document. Electronic mail Document sent by a facsimile machine Attributes on a form page File Transfer Protocol. A method of copying files from a local system to another networked system. Search conducted in both the DMS character fields as well as the actual documents. Fuzzy A superset of Boolean logic dealing with the concept of partial value - between "completely true" and "completely false". Document Management System (DMS) Release 4.5 User Guide Page 44 of 46

45 G Global query Greater than ( > ) H A Project wide query, seen by all users within a specified Project. A higher numerical value than the number entered. I Integrator Issue J DMS Integration server. Routes information entered into the DMS via Faxes, s, scanners and FTP. Version number of a document. K L Less than ( < ) M Mail file N A lower numerical value than the number entered. Option to a document in the DMS to any address, including non-dms users. O Originator P PDF PMIS Preferences Q Query R Read only Register Root folder S Simple search Sort by Soundex T Name of the user who entered the document in the DMS. Portable Document Format. An Adobe Acrobat document file format. Project Management Information System Personalised DMS settings specified by the user Method of searching the DMS Indicates text that cannot be edited by the user in the currently open screen, only read. Recording a document entered by a level 2 user or by the DMS integration server. Hierarchical structure of folders containing documents within a project. Search option with a single search field criteria Method of ordering DMS query results. An algorithm for encoding a word so that similar sounding words encode the same. Document Management System (DMS) Release 4.5 User Guide Page 45 of 46

46 U URL V Virtual Collection W Universal Resource Locator the address of a web page on the world wide web. Displays the root folder path within a project. Provides a shortcut method of Searching, Updating and Adding New Documents. X Y Z Document Management System (DMS) Release 4.5 User Guide Page 46 of 46

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